Appointment Reminders will allow staff and/or client contacts to receive email and/or SMS notifications for upcoming appointments, modifications to those appointments, as well as cancelled or deleted appointments.
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Set Up | Description | Helpful Knowledge |
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Control setting to require client contact reminders when scheduling appointments | Navigate to Company Account>Scheduling>Appointment Settings>Scheduling Scheduling Settings>Appointment Reminders  Image Removed Image AddedClick Edit New Appointment Reminder  Image Removed Image AddedTurn the toggle on (right) or off (left) depending on if you want to require users to add client contact(s) reminders when scheduling billable appointments Toggle on: User will be required to enter client contact(s) for billable appointments  Toggle off: Optional to add client contact(s) reminders on billable appointments  | Users will need permission to view and edit company account to access When considering toggling on or off the requirement for client contact reminders, please note users are able to select “NONE” for client contact reminders on the appointment level, including when client contact reminders are set as a requirement for billable appointments Client Contacts will still have the ability to opt out of reminders, no matter the selections made under the Company AccountScheduling Settings area
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New Appointment Reminder settings | Select the checkbox next to “Client” to enable the client contact reminder feature Select the checkboxes next to “Email” and “SMS” depending on the communication channel(s) you want client contacts to have the option to receive appointment reminders through Select the amount of days or hours in advance you would like the client contact to receive notification before the appointment takes place Edit templates to reflect what you want the Appointment Reminder notifications to say Repeat steps for Staff Members Click Save
 | The selections in the Company Account are only for default reminders. Client Contacts and Staff Member settings may be updated to override the company account default settings (See Staff and Client Contact Reminders below) Setting up Client Contact and Staff Reminders under the Company Account will not automatically enlist all client contacts and staff to receive appointment reminders. Staff with permission may control staff reminder settings within their profile Staff with permissions and access to clients may manage the client contact reminder settings as needed (client contacts will not have a way to manage their own reminder settings at this time)
Notifications will include client initials, not client’s full name The system does not send new appointment reminders right after appointments are created. The system sends new appointment reminders based on settings chosen at the company account level and client/staff profile level
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Cancelled/Deleted Appointment Reminder Settings |  Click Edit Cancelled/Deleted Appointment Reminder Edit templates to reflect what you want the notifications to say for reminders regarding modified appointments Click Save
 | The Cancelled/Deleted Appointment Reminder Settings do not have Days/Hours fields as notification will be sent immediately Reminders for cancelled or deleted appointments will be sent by default if you have opted in for new appointment reminders. To opt out of cancelled/deleted appointment reminders, you will also have to opt out of new appointment reminders
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Modified Appointment Reminder Settings |  Click Edit Modified Appointment Reminder Edit templates to reflect what you want the notifications to say for reminders regarding modified appointments Click Save
 | Modified appointment reminders will be sent if the following fields are edited: date, time, staff or client assignment. The Modified Appointment Reminder Settings do not have Days/Hours fields as notifications will be sent after the changes have been saved. Reminders for modified appointments will be sent by default if you have opted in for new appointment reminders. To opt out of modified appointment reminders, you will also have to opt out of new appointment reminders
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Reminder Templates | Users may customize reminder templates for new appointments as well as cancelled/modified appointments when the client or staff reminder options are selected and Email or SMS are also selected  When creating/editing templates, click “Add Template Fields” to add fields that will pull from the appointment and autopopulate on the notification such as Appointment Date, Appointment Time, Client Contact Name, Client Name, and Staff Name | |
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Changing Date/Time on an Appointment | Changes to the date/time will result in a modification reminder being sent to the staff and or client contact(s) added on the appointment level The notification will be sent after the modifications are saved Modification template will be used for date and/or time changes
| Staff and Client Contact(s) will receive modification notifications prior to the appointment reminder notification if a modification was made well in advance before their new appointment reminder is set to alert them If the original appointment reminder was first received, then the appointment was modified, the staff and client contact(s) will receive the modification notification. They will also receive a new appointment reminder for the new date/time.
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Changing Client Assignment on an Appointment | If the client assigned to an appointment is changed after the reminder was sent to the contacts of the original client, the same client contacts who received the previous reminder will receive a cancellation notification If the client assigned to an appointment is changed after the reminder was sent to the staff member, the staff member will receive a cancellation notification regarding the appointment with the previous client and then they will receive a new appointment reminder for the appointment with the updated client The new client contact added to the appointment will receive the new appointment reminder If the client is changed before the appointment reminder went out to the original client contacts and staff member, then no notification will be sent to the original client contact nor staff about the change. Depending on when their reminder settings are set up to notify them, the staff and new client contact will receive an appointment reminder at that time
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Changing Staff Assignment on an Appointment | If the staff assigned to an appointment is changed after the original staff member received a reminder about this appointment, the original staff member will receive a cancellation notification If the staff assigned to an appointment is changed after client contact(s) received an appointment reminder, the client contact(s) will receive a cancellation notification for the appointment with the original staff member and then they will receive a new appointment reminder with the new staff member The new staff assigned to an appointment will receive the new appointment reminder If the staff assigned to an appointment is changed before the staff and client contact(s) have received an appointment reminder, no one will be notified of this change. The new staff member and client contact(s) will both receive a new appointment reminder notification dependent on their reminder settings
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Cancelled Appointment | | Staff and Client Contact(s) will receive a cancellation notification prior to the appointment reminder notification if a cancellation was made well in advance before their new appointment reminder is set to alert them Once an appointment is cancelled, any action taken on the cancelled appointment (such as changing the dates, times, or deleting the cancelled appointment) will not trigger a notification for staff or clients
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Deleted Appointment | | Staff and Client Contact(s) will receive a cancellation notification prior to the appointment reminder notification if a deletion was made well in advance before their new appointment reminder is set to alert them If the appointment was deleted after the appointment was cancelled, the staff and client contact(s) will receive two cancellation notifications, one when the appointment was cancelled and one when the appointment was deleted
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Appointment Series | Modifying and deleting whole appointment series does not trigger appointment reminders to staff or client contact(s) For series appointments, if a user makes a change to a whole series such as changes the recurrence, days of the week, removes a day or adds a day, changes date range, changes the # of occurrences, etc. the system does not send any reminders Reminders are only sent if user cancels, deletes, or modifies a single occurrence appointment
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Good to Know:
If an appointment is scheduled under 60 minutes before the appointment start time, the system will send a notification to that staff member and client contact(s) immediately
Changing appointment details such as the Place of Service, Location, Tag, Service, Pay Code, entering notes in the appointment note field, or staff verifying the appointment will NOT send out notifications
When disabling reminders from the company account, the system no longer sends reminders even if they are already selected on existing appointments
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